PRESOL | R | R - Contractor to provide fulfilment and marketing services and supplies in support of the National Committee for Employer Support of the Guard and Reserve (NCESGR) and for the Employer Support fo the Guard and Reserve (ESGR).

FBO DAILY ISSUE OF OCTOBER 06, 2004 FBO #1045
SOLICITATION NOTICE

R -- R - Contractor to provide fulfilment and marketing services and supplies in support of the National Committee for Employer Support of the Guard and Reserve (NCESGR) and for the Employer Support fo the Guard and Reserve (ESGR).

Notice Date: 10/4/2004
Notice Type: Solicitation Notice
NAICS: 923110 — Administration of Education Programs
Contracting Office: Defense Contracting Command-Washington(DCC-W), ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245, Washington, DC 20310-5200
ZIP Code: 20310-5200
Solicitation Number: W81NL4-4275-0010
Response Due: 10/19/2004
Archive Date: 12/18/2004
Small Business Set-Aside: Total Small Business
Description: The Defense Contracting Command - Washington office intends to negotiate on a Sole Source basis with Odyssey Imanging Group, Inc. 380 North Main Street, Alpharetta, GA. 30004, to procure fulfillment and marketing services to gain and maintain active support from all public and private employers for the men and women of the National Guard and Reserve as shown in the Statement of Work attached. These services are from date of award through 9 months. This is a Notice of Intent to Award the contract to Odyssey Imaging Group, Inc. The Odyssey Imaging Group, Inc. created and owns the database and Odyssey has proprietary software rights to run the database. The Government owns the data. See Note 22. No solicitation will be issued. All responsible sourc es may identify their capabilities for this requirement and submit a written capabilities statement within 15 days of this Notice by 19 October 2004, 2:00 pm, EST to: Linda Jackson, e-mail address: Linda.Jackson@hqda.army.mil, phone (703) 695-5259. STATEMENT OF WORK 1. Scope This contract will provide fulfillment and marketing services and supplies in support of the National Committee for Employer Support of the Guard and Reserve (NCESGR) and for the Employer Support of the Guard and Reserve (ESGR) national organization manage d through the NCESGR Headquaters. 2. Background The National Committee for Employer Support of the Guard and Reserve (NCESGR) was established by Presidential proclamation in 1972. Its mission is to gain and maintain active support from all public and private employers for the men and women of the Nati onal Guard and Reserve as defined by demonstrated employer commitment to employee military service. NCESGR pursues this mission through recruiting and organizing patriotic volunteers to carry the employer support message at the local level. These volunte ers are organized into Employer Support of the Guard and Reserve (ESGR) Committees in each of the 50 states, the territories of Guam, Puerto Rico, The Virgin Islands and the District of Columbia, and in Europe. Today, over 4200 volunteers serve on these 55 Committees. The National Committee is composed of these 55 local Committees, a volunteer National Chair appointed by the Secretary of Defense, and a chartered Employer Support Defense Advisory Board, also volunteers. A fulltime headquarters staff, led by an Executive Director and located in Washington, D.C., supports this nationwide volunteer organization. In accordance with DoD 1250.1, the Headquarters staff is functionally aligned under and reports through the Assistant Secretary of Defense for Rese rve Affairs (ASD(RA)) to the Under Secretary of Defense for Personnel and Readiness (USD(P&R)). The NCESGR is also an organizational component of the Department of Defense Human Resources Activity (DHRA). DHRA is a field activity of the USD(P&R); the USD (P&R) serves as the Director DHRA. The DHRA reports to the USD(P&R) through the Deputy Under Secretary of Defense (Program Integration) (DUSD(PI)), who serves as the Deputy Director, DHRA. ESGR provides free education, consultation, and if necessary mediation for employers of Guard and Reserve employees. ESGRs goal is to support Americas employers who share their employees with the nation to ensure our national security. ESGR encourages development of employer policies and practices to facilitate employee participation in the Reserve components. 3. Requirements The contractor shall perform the tasks listed below. 3.1 Project Management The contractor shall provide a project management team. The team shall consist of: Position Hours Project Manager 1,560 Marketing Consultant/Graphic Designer I - 780 The team shall provide the following services as directed by the Contracting Officer's Representative: a. General management of the project. The contractor shall provide a single point of contact to manage the project and to respond to and act o n queries by the Project Officer and the individuals authorized to order off the website. b. Sustaining graphics support, such as design of invitations and flyers, graphic design and production capability for indoor/outdoor banners, foam core mounting of charts and posters and other graphic arts services. c. Creation and maintenance of an on-line store. This on-line store will provide designated individuals (key personnel authorized by the Project Officer) the ability to use pre-established appropriated fund accounts to order branded materials, information al items, and supplies that support the ESGR mission. The contractor shall charge items ordered against pre-authorized committee budgets, with budget ceilings established by the Project Officer. The on-line store shall provide a secure web ordering mech anism that will allow the issuance of personal access numbers for security. The security shall verify the individual submitting the order is authorized to use appropriated funds to purchase materials, items and supplies from the store. The contractor sha ll administer an enhanced web site design and accompanying graphics. The on-line store shall also allow individuals to purchase materials using a personal credit card or IMPAC cards. The contractor shall have an accounting system for the on-line store tha t will: receive orders via electronic submission through the ESGR store assign a job order or purchase order number to each order and be traceable through the accounting and invoicing process verify the individual submitting the order is authorized to use appropriated funds to purchase materials, items and supplies from the store. charge local committees budgets for items purchased, while listing a zero charge with a corresponding inventory volume reduction on the ESGR invoice and inventory reports recognize both personal credit card and appropriated funds charges recognize both personal credit card and appropriated funds in the same order account for the charges made by personal credit card separately from charges made by appropriated funds d. Toll free telephone and web access to provide rapid access by volunteers, Guardmen and Reservists for matters concerning inquiries about ESGR award nominations, order status, errors, inventory, availability etc. The contractor shall provide free teleph one and web response between the hours of 8:00 a.m. and 8:00 p.m., Eastern time, five (5) days a week Monday through Friday. The contractor shall acknowledge customer service inquiries within twenty-four (24) hours of receipt and shall resolve each inqu iry within forty-eight (48) hours of receipt. 3.2 DELIVERABLES All software, documentation and database shall become purchased and owned by the Government - NCESGR 1 LOT - under this contract. 3.3 Fulfillment The contractor shall provide fulfillment materials such as Shirts, Magnets, Flags, Posters, Awards, Mobilization and Demobilization Kits, information Fact Sheets, and other educational and branded materials at prices as listed in the contractor's GSA contr acts. The price for each item shall include warehousing, inventory maintenance, and packing and packaging. Orders shall be placed via the on-line store or through the Project Officer. 3.4 Shipping and Storage The contractor shall ship to locations designated by the individual placing the order or by the Project Officer. The contractor shall bill the Government for shipping on a cost-reimbursement basis. In the event the Government ships Government furnished g oods or property to the contractor for transshipment to other locations, the contractor may bill the government for the cost of storage of the Government furnished property (GFP), and for follow-on packaging and shipping of the GFP on a cost-reimbursement basis. 3.5 Special Marketing Services The contractor shall provide special marketing support as directed by the Project Officer. Such support shall include: Special order items that complement the ESGR strategic plan and marketing goals. Development of branding and marketing concepts. Support to ESGR in concept and design of special order items that complement the ESGR strategic plan and marketing goals. Direct support for the writing and editing of materials, including but not limited to video, radio, television, and public service announcements, pamphlets, brochures, and leaflets. o Concept and prepress production and design. o All necessary permits and licenses and for complying with all applicable Federal, State, and Municipal laws. o Research on all rules, regulations or laws that must be complied with before performing orders. o Providing actors/actresses as required, unless the Federal activity chooses to use employees for print work and/or videos. If actors/actresses are provided, the contractor shall have releases from all persons recognizably photographed or recorded, inclu ding guardians or parents of minors employed in the creation or production of any of the services. Radio commercial Public Service Announcements (PSAs) for distribution to 8,450 radio stations and/or to state committees. Presidential TV Commercial Public Service Announcement(s) for distribution to 2,840 broadcast cable/television outlets and state committees. Event planning, such as conferences for the National Committee and the 55 state and territory volunteer committees. Direct mail services, including mailing list compilation and maintenance. Floats and mobile banners. 3.6 Travel The contractor shall travel as required by the Project Officer. The contractor shall bill the Government for travel on a cost-reimbursement basis, in accordance with Government travel regulations. 3.7 Data The Contractor shall develop and maintain a data base to track orders and shipments of goods in support of this contract, to justify billing in support of the contract, and to detail contract status and issues. The Government owns the right to all computer software and documentation purchased or developed in support of this contact, and all previous contracts with NCESGR now under this new acquisition. All data collected in support of this and previous contracts, becomes and remains th e property of the Government. a. Reports to ESGR Committees. The Contractor shall provide a monthly report to each state/territory ESGR Committee detailing orders placed during the month, status of orders, and services provided, along with associated Committee costs, not later than 1 5 days following the last day of the month in which the costs were incurred. This reports shall be sent electronically in a format agreed to with the National ESGR Headquarters. In addition, a separate monthly report on Patriot Awards processed for each state/territory shall be sent to the ESGR Committees detailing the Patriot Awards processed. This report shall be sent/delivered electronically and in hard copy not later than 15 days following the end of each month. The format of the Patriot Award repor ts shall be by agreement with National ESGR Headquarters. b. Reports to National ESGR Headquarters. National ESGR Headquarters shall receive copies of all reports sent to state/territory ESGR Committees. State/Territory reports detailed in 3.6.a shall be segregated by each ESGR geographic region. These regional reports shall be sent to the Committee Support Operations Regional Deputy Directors as well as collectively to the designated National ESGR Headquarters person responsible for validating monthly bills for payment. A separate report detailing purchases and charges against National ESGR Headquarters accounts shall be sent/delivered to the National ESGR Headquarters no later than the monthly billing invoice. Monthly Technical and Financial Status Report. The report shall be due to the Project Officer electronically and in hard copy on the 15th day of each month, reporting on the p receding month. The report shall address: Technical Progress and Work Completed Customer service information, including: Error reports, which will identify discrepancies, errors, corrective action and dates of all milestones. Statistical analysis of orders, applications, forms, petitions, and mail processed Travel by contractor personnel (trip reports required) Meetings attended Meetings scheduled for next reporting period Planned Activities for next reporting period Resolved issues Unresolved issues, including: Action plan to resolve issue Issues requiring Government action or intervention Financial information, including (cumulative and current): Funds obligated to date Value of orders placed to date Value of orders invoiced to date Payments received to date Projection through end of current contract of funds required c. Other Reports. Other reports or summary reports may be requested by National ESGR Headquarters. 4. Privacy Act The ESGR databases may contain information covered under the Privacy Act. Contractor personnel shall be given access to ESGR information on a need-to-know basis. The contractor agrees that each contractor employee, prior to, and as a precondition of empl oyment relating to the subject matter of this contract, shall be informed by the contractor of the security requirements stated herein, and that each such employee shall agree, in writing with employees signature, (a) not to reveal, divulge, or make known any of the ESGR information mentioned above; (b) to abide by the rules and regulations outlined in Part 45, Title 28, Code of Federal Regulations, which shall be applicable to all contractor employees; and (c) to comply with the protection requirements of the Privacy Act of 1974, which shall also be applicable to all contractor employees. The contractor agrees to provide for the administrative control of data being processed and to adhere to the procedures governing access to such data. The contractor agrees to maintain all facility security standards that limit access to authorized personnel only. Detailed information about the facility and the detailed nature of the works being performed at the facility must not be made public, except when authorized by the Project Officer. 5. Post-Award Kick-off Meeting The contractor shall schedule a kick-off meeting to take place ten (10) working days after contract award. Participants shall include personnel from ESGR, and representatives of the contractor, including a representative of the contractors executive management and the contractors Program Manager. At that meeting ESGR shall review the terms and conditions of the contract with the contractor. The contractor shall brief ESGR on the structure of the project management, and on the details and t imetable for provision of services. INSPECTION AND ACCEPTANCE [Contracting Officer please insert 52.246-15 certificate of conformance into this order for CLINs 0002, 0003, and 0004]. Inspection and acceptance of CLINs 0001 and 0005 will be by the requiring activity. DELIVERIES OR PERFORMANCE 1 Period of performance The period of performance of this contract shall be from date of award through 9 months. 2 Delivery dates The Contractor shall provide the deliverables listed below in accordance with the schedule below. Deliverable Due Kick-Off Meeting and Presentation 10 working days after contract award Monthly Status Reports 15th day of each month SPECIAL CONTRACT REQUIREMENTS Inspection and Acceptance of contract deliverables are the responsibility of the Project Officer or his or her duly authorized representative(s), except as otherwise specified in the purchase order/contract. Moreover, the Project Officer serves in a suppo rting role to the Contracting Officer, providing advice and expertise on technical issues. However, only the Contracting Officer has the authority to authorize deviations from the terms and conditions of this contract, including deviations from specification requirements. In the event the contractor does deviate without written approval of the Contracting Officer, such deviation shall be at the risk of, and any cost relating thereto shall be borne by, the contractor. 2. GOVERNMENT FURNISHED INFORMATION The Government shall provide to the contractor any required ESGR database required, and timely financial information for all committee budgets and budget ceilings, which would affect the on-line store.
Place of Performance: Address: Defense Contracting Command-Washington(DCC-W) ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245 Washington DC; Zip Code: 20310-5200; Country: US
Record: SN00688595-W 20041006/041004211936 (fbodaily.com)
Source: FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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R -- R - Contractor to provide fulfilment and marketing services and supplies in support of the National Committee for Employer Support of the Guard and Reserve (NCESGR) and for the Employer Support fo the Guard and Reserve (ESGR).